This Privacy Notice covers external applications only. For internal applications and for those that are successful in securing employment with Harlow College, please refer to the Privacy Notice for all Harlow College Staff.
The General Data Protection Regulations: How will your information be used?
As your potential employer, Harlow College needs to keep and process information about you to enable us to recruit and select applicants for jobs. The information we hold and process will be used for our management and administrative use only.
We will keep and use it to enable us to run the College and manage our relationship with you, lawfully and appropriately, both during the recruitment process, and if you are successful in getting a job, whilst you work for us, and for 6 years after your employment ends, or for as long as there are specific criteria identified to retain your data for a longer period, such as for safeguarding purposes.
We do not collect more information than we need to fulfill the purpose of administering job applications and will not retain it for longer than is necessary.
What information do we ask for and why?
The information we ask for is used to assess your suitability for employment. You do not have to provide what we ask for but it might affect your application, if you do not.
If you complete a job application, this information will be collected and stored on our HR system and files.
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our HR team and hiring managers will have access to all of this information.
You will also be asked to provide equal opportunities information. This is not mandatory information – if you do not provide it, it will not affect your application. This information will not be made available to any staff outside of our HR team and hiring managers, in a way which can identify you. Any information you do provide will be used only to produce and monitor equal opportunities statistics.
Our hiring managers short list applications for Assessment Centre/ Interview. They will not be provided with your equal opportunities information if you have provided it.
We might ask you to participate in an Assessment Centre; complete tests and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by the HR team.
If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks, prior to you commencing employment at the College. You must successfully complete pre-employment checks to be confirmed in post.
You will therefore be required to provide:
- Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
- Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.